FY2003 10/16/2002clertcofine
CIMURCOU11 Danny L. Kolhae Phone: (30
Clerk ofthe Circuit Court FAX: (305) 295-3663 0
e-mail: phancock@monroe-clerk.com
TO: Jennifer Hill, Director
Management Services
ATTN: Dave Owens
Grants Management
FROM: Pamela G. Hand
Deputy Clerk
DATE: January 21, 2003
At the October 16, 2002, Board of County Commissioner's meeting the Board granted
approval and authorized execution of the Fiscal Year 2003 Agreement between Monroe County
and Guidance Clinic of the Middle Keys, Inc. to provide funding for various mental health and
transportation disadvantaged services in Monroe County, in the amount of $754,549.00.
Enclosed is a duplicate original of the above mentioned for your handling. Should you
have any questions please feel free to contact me.
cc: County Administrator w/o document
County Attorney
Finance
File✓
AGREEMENT
This Agreement is made and entered into this /J,.fA. day of ~ ,2002,
between the BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, hereinafter
referred to as "Board" or "County/, and the GUIDANCE CLINIC OF THE MIDDLE KEYS, INC.,
hereinafter referred to as "Provider."
WHEREAS, the Board and the Provider desire 'to'ienter into an agreement wherein the
Board contracts for services from the Provider for the rendering of mental health services to the
citizens of the Middle Keys, Monroe County, Florida, and
WHEREAS, the Board is vested and charged with certain duties and responsibilities relating
to the mental health and guidance of the citizens of Monroe County, and
WHEREAS, such services have been rendered by the Provider in the past and have been
invaluable to the citizens of the Middle Keys, and
WHEREAS, it is proper and fitting to enter into an agreement for services to be rendered in
the forthcoming fiscal year 2002-2003, now, therefore,
IN CONSIDERATION of the mutual promises and covenants contained herein, it is agreed
as follows:
1. AMOUNT OF AGREEMENT. The Board, in consideration of the Provider
substantially and satisfactorily performing and carrying out the duties and obligations of the
Board, shall reimburse the Provider for a portion of the Provider's expenditures for Baker Act
hospital, physician and crisis stabilization services, as billed by the Provider, for clients qualifying
for such services under applicable state and federal regulations and eligibility determination
procedures, and for Baker Act transportation services, non-Baker Act mental health services and
substance abuse treatment. This cost shall not exceed a total reimbursement of SEVEN
HUNDRED FIFTY-FOUR THOUSAND, FIVE-HUNDRED, FORTY-NINE, AND NO/100 DOLLARS
($754,549.00), during the fiscal year 2002-2003, payable as follows:
a) Pay to the Provider the sum of FORTY-FIVE THOUSAND, ONE-HUNDRED, FOUR,
AND NO/100 DOLLARS ($45,104.00) for Community Transportation Coordinator services.
b) Pay to the Provider the sum of FIVE-HUNDRED TWENTY-FIVE THOUSAND, SIX-
HUNDRED FIFTEEN, AND NO/100 DOLLARS ($525,615.00) for Baker Act Inpatient, Residential
Detox, and Mental Health/Substance Outpatient counseling services and community mental
health and substance abuse services.
c) Pay to the Provider the sum of EIGHTY-NINE THOUSAND, FIVE-HUNDRED TWENTY-
THREE, AND NO/100 DOLLARS ($89,523.00) for residential treatment services, including
detoxification, long-term substance abuse treatment, and long-term psychiatric treatment
services.
d) Pay to the provider the sum of NINETY-FOUR THOUSAND, THREE HUNDRED,
SEVEN, AND NO/lOa DOLLARS ($94,307.00) for Baker Act transportation.
2. TERM. This Agreement shall commence on October 1, 2002, and terminate
September 30, 2003, unless earlier terminated pursuant to other provisions herein.
3. PAYMENT. Payment will be paid monthly as hereinafter set forth. Baker Act
Billing Summary Forms, certified monthly financial and service load reports will be made available
to the Board to validate the delivery of services under this contract. The monthly financial report
is due in the office of the Clerk of the Board no later than the 15th day of the following month.
Payment for Baker Act and Marchman Act transportation services shall be made according to the
rate schedule set forth in Attachment D, subject to the maximum amounts set forth in Paragraph
1. d. above. After the Clerk of the Board pre-audits the certified report, the Board shall
reimburse the Provider for ib monthly expenses. However, the total of said monthly payments in
the aggregate sum shall not exceed the total amount shown in Article 1, above, during the term
of this agreement. To preserve client confidentiality required by law, copies of individual client
bills and records shall not be available to the Board for reimbursement purposes but shall be
made available only under controlled conditions to qualified auditors for audit purposes. The
organization's final invoice must be received within sixty days after the termination date of this
contract shown in Article 2 above.
I "
4. SCOPE OF SERVICES. The Provider, for the consideration named, covenants and
agrees with the Board to substantially and satisfactorily perform and carry out the duties of the
Board in rendering counsel in the matter of mental health and guidance to the citizens of the
Middle Keys, Monroe County, Florida. The Provider shall provide these services in compliance with
Florida Statutes Chapter 394. Said services shall include, but are not limited to, those services
described in Provider's Details of Specific Program for Which Funding is Requested, attached
hereto as Exhibit C and incorporated herein. Baker Act and Marchman Act transportation services
which are covered under this agreement may be subcontracted, but are subject to the rates set
forth in Attachment D, and the limitations above. The subcontractor shall be subject to all of the
conditions of this contract, including but not limited to insurance and hold-harmless requirements,
as is the Provider,
S. RECORDS. The Provider shall maintain appropriate records to insure a proper
accounting of all funds and expenditures, and shall provide a clear financial audit trail to allow for
full accountability of funds received from said Board. Access to these records shall be provided
during weekdays, 8 a.m. to 5 p.m., upon request of the Board, the State of Florida, or authorized
agents and representatives of the Board or State.
The Provider shall be responsible for repayment of any and all audit exceptions which are
identified by the Auditor General of the State of Florida, the Clerk of Court for Monroe County, an
independent auditor, or their agents and representatives. In the event of an audit exception, the
current fiscal year contract amount or subsequent fiscal year contract amounts shall be offset by
the amount of the audit exception. In the event this agreement is not renewed or continued in
subsequent years through new or amended contracts, the Provider shall be billed by the Board for
the amount of the audit exception and the Provider shall promptly repay any audit exception.
6. INDEMNIFICATION AND HOLD HARMLESS. The Provider covenants and agrees
to indemnify and hold harmless Monroe County Board of County Commissioners from any and all
claims for bodily injury (including death), personal injury, and property damage (including
property owned by Monroe County) and any other losses, damages, and expenses (including
attorney's fees) which arise out of, in connection with, or by reason of services provided by the
Provider occasioned by the negligence, errors, or other wrongful act or omission of the Provider's
employees, agents or volunteers. The extent of liability is in no way limited to, reduced, or
lessened by the insurance requirements contained elsewhere within this agreement.
7. INDEPENDENT CONTRACTOR. At all and for all purposes hereunder, the
Provider is an independent contractor and not an employee of the Board. No statement contained
in this agreement shall be construed so as to find the Provider or any of its employees,
contractors, servants or agents to be employees of the Board.
8. COMPLIANCE WITH LAW. In providing all services pursuant to this agreement,
the Provider shall abide by all statutes, ordinances, rules and regulations pertaining to or
regulating the provision of such services, including those now in effect and hereinafter adopted.
Any violation of said statutes, ordinances, rules and regulations shall constitute a material breach
of this agreement and shall entitle the Board to terminate this contract immediately upon delivery
of written notice of termination to the Provider.
9.
COUNTY:
COMPLIANCE WITH COUNTY GUIDELINES. The PROVIDER must furnish to the
(a) evidence of the organization's SOl(c)(3) status;
(b) a list of the organizatlun's Board of Directors of which there must be five or more;
(c) evidence of annual election of Officers and Directors;
(d) an annual audited financial report;
(e) a copy the organization's Corporate Bylaws, which must address the organization's
mission, board and membership composition, election of officers, and so on;
(f) a copy of the organization's Corporate Policies and Procedures Manual which must include
hiring policies for all staff, drug and alcohol free workplace provisions, equal employment
opportunity provisions, and so on; I
(g) cooperation with County monitoring visits;
(h) semi-annual performance reports. These reports should include performance
measurements which will demonstrate the level of accomplishment of goals for which funding
has been provided.
(i) other reasonable reports and information related to compliance with applicable laws,
contract provisions and the scope of services that the County may from time to time request.
10. PROFESSIONAL RESPONSIBILITY AND LICENSING. The Provider shall assure
that all professionals have current and appropriate professional licenses and professional liability
insurance coverage. Funding by the Board is contingent upon retention of appropriate local, state
and/or federal certification and/or licensure of the Provider's program and staff.
11. INSURANCE.As a pre-requisite of the services supplied under this contract, the
Provider shall obtain, at its own expense, insurance to cover its activities.
12. MODIFICATIONS AND AMENDMENTS. Any and all modifications of the services
and/or reimbursement of services shall be amended by an agreement amendment, which must be
approved in writing by the Board.
13. NO ASSIGNMENT. The Provider shall not assign this agreement except in writing
and with the prior written approval of the Board, which approval shall be subject to such
conditions and provisions as the Board may deem necessary. Baker Act and Marchman Act
transportation services may be subcontracted, as set forth in Paragraph 4, above. This agreement
shall be incorporated by reference into any assignment and any assignee shall comply with all of
the provisions herein. Unless expressly provided for therein, such approval shall in no manner or
event be deemed to impose any obligation upon the Board in addition to the total agreed upon
reimbursement amount for the services of the Provider.
14. NON-DISCRIMINATION. The Provi.der shall not discriminate against any person
on the basis race, creed, color, national origin, sex or sexual orientation, age, physical handicap,
or any other characteristic or aspect which is not job-related in its recruiting, hiring, promoting,
terminating or any other area affecting employment under this agreement. At all times, the
Provider shall comply with all applicable laws and regulations with regard to employing the most
qualified person(s) for positions under this agreement. The Provider shall not discriminate
against any person on the basis of race, creed, color, national origin, sex or sexual orientation,
age, physical handicap, financial status or any characteristic or aspect in its providing of services.
15. AUTHORIZED SIGNATURES. The signatory for the Provider below, certifies and
warrants that:
(a) . The Provider's name in this agreement is the full name as designated in its
corporate charter, if a corporation, or the full name under which the Provider is authorized to do
business in the State of Florida.
(b) He or she is empowered to act and contract for the Provider; and
(c) This agreement has been approved by the Board of Directors of the Provider if the
Provider is a corporation.
16. NOTICE. Any Ilotice required or permitted under this agreement shall be in writing
and hand-delivered or mailed, postage pre-paid, by certified mail, return receipt requested, to the
other party as follows:
For Board:
David P. Owens, Grants Administrator
1100 Simonton Street
Key West, FL 33040
and
Monroe County Attorney
PO Box 1026
I Key West, FL 33041
For Provider:
Dr. David Rice, Executive Director
Guidance Clinic of the Middle Keys, Inc.
3000 41st Street
Marathon, Florida 33050
17. CONSENT TO JURISDICTION. This agreement shall be construed by and
governed under the laws of the State of Florida and venue for any action arising under this
agreement shall be in Monroe County, Florida.
18. NON-WAIVER. Any waiver of any breach of covenants herein contained to be
kept and performed by the Provider shall not be deemed or considered as a continuing waiver and
shall not operate to bar or prevent the Board from declaring a forfeiture for any succeeding
breach, either of the same conditions or covenants or otherwise.
19. AVAILABILITY OF FUNDS. If funds cannot be obtained or cannot be continued
at a level sufficient to allow for continued reimbursement of expenditures for services specified
herein, this agreement may be terminated immediately at the option of the Board by written
notice of termination delivered to the Provider. The Board shall not be obligated to pay for any
services or goods provided by the Provider after the Provider has received written notice of
termination, unless otherwise required by law.
20. PURCHASE OF PROPERTY. All property, whether real or personal, purchased
with funds provided under this agreement, shall become the property of Monroe County and shall
be accounted for pursuant to statutory requirements.
21. ENTIRE AGREEMENT. This agreement constitutes the entire agreement of the
parties hereto with respect to the subject matter hereof and supersedes any and all prior
a~r~e~:~ms"with respect to such subject matter between the Provider and the Board.
/: ,--~(:~oq;'"
<'1~}jr~~~'~~ss WHEREOF, the parties hereto have caused these presents to be executed as
~~~\d , ",.; ~ ~r first written above.
(gE~1> 02, ',J:: "4 BOARD OF COUNTY COMMISSIONERS
.. ,~~tf~~,:."'~~1/L. KOLHAGE, CLERK OF MONROE COU , FLORIDA
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GUIDANCE CLINIC OF THE MIDDLE KEYS, INC.
(FederallD No. 5'9 -1'f'S ~.;L'-f )
By
M'l<?S
By
ATTACHMENT A
EXPENSE REIMBURSEMENT REQUIREMENTS
This document is intended to provide basic guidelines to Human Service Organizations, county
travelers, and contractual parties who have reimbursable expenses associated with Monroe
County business. These guidelines, as they relate to travel, are from Florida Statute 112.061.
,
A cover letter summarizing the major line items on the reimbursable expense request needs to
also contain a notarized certified statement such as:
"I certify that the attached expenses are accurate and in agreement with the records of
this organization. Furthermore, these expenses are in compliance with this organization's
contract with the Monroe County Board of County Commissioners."
Invoices should be billed to the contracting agency. Third party payments will not be considered
for reimbursement. Remember, the expense should be paid prior to requesting a reimbursement.
Only current charges will be considered, no previous balances.
Reimbursement requests will be monitored in accordance with the level of detail in the contract.
This document should not be considered all-inclusive. The Clerk's Finance Department reserves
the right to review reimbursement requests on an individual basis. Any questions regarding these
guidelines should be directed to 305-292-3534.
Data Processing, PC Time, etc.
The vendor invoice is required for reimbursement. Inter-company allocations are not considered
reimbursable expenditures unless appropriate payroll journals for the charging department are
attached and certified.
Payroll
A certified statement verifying the accuracy and authenticity of the payroll expense is needed. If
a Payroll Journal is provided, it should include: dates, employee name, salary or hourly rate,
total hours worked, withholding information and payroll taxes, check number and check amount.
If a Payroll Journal is not provided, the following information must be provided: check amount,
check number, date, payee, support for applicable payroll taxes.
Postage, Overnight Deliveries, Courier, etc.
A log of all postage expenses as they relate to the County contract is required for reimbursement.
For overnight or express deliveries, the vendor invoice must be included.
Rents, Leases, etc.
A copy of the rental or lease agreement is required. Deposits and advance payments are not
allowable expenses.
Reproductions, Copies, etc.
A log of copy expenses as they relate to the County contract is required for reimbursement. The
log must define the date, number of copies made, source document, purpose, and recipient. A
reasonable fee for copy expenses will be allowable. For vendor services, the vendor invoice and a
sample of the finished product are required.
Supplies, Services, etc.
For supplies or services ordered, a vendor invoice is required.
Telefax, Fax, etc.
A fax log is required. The log must define the sender, the intended recipient, the date, the
number called, and the reason for sending the fax.
Telephone Expenses
A user log of pertinent infon IIdtion must be remitted including: the party called, the caller, the
telephone number, the date, and the purpose of the call.
Travel Expenses
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel
Expenses. Travel must be submitted in accordance with Florida Statute 112.061. Credit card
statements are not acceptable documentation for reimbursement. If attending a conference or
meeting a copy of the agenda is needed. Airfare reimbursement requires the original passenger
receipt portion of the airline ticket. A travel itinerary is appreciated to facilitate the audit trail.
Auto rental reimbursement requires the vendor invoice. Fuel purchases should be documented
with paid receipts. Taxis are not reimbursed if taken to arrive at a departure point: for example,
taking a taxi from one's residence to the airport for a business trip is not reimbursable. Parking is
considered a reimbursable travel expense at the destination. Airport parking during a business
trip is not.
A detailed list of charges is required on the lodging invoice. Balance due must be zero. Room
must be registered and paid for by traveler. The County will only reimburse the actual room and
related bed tax. Room service, movies, and personal telephone calls are not allowable expenses.
Meal reimbursement is: breakfast at $3.00, lunch at $6.00, and dinner at $12.00. Meal
guidelines state that travel must begin prior to 6 a.m. for breakfast reimbursement, before noon
and end after 2 p.m. for lunch reimbursement, and before 6 p.m. and end after 8 p.m. for dinner
reimbursement.
Mileage reimbursement is calculated at .29 cents per mile for personal auto mileage while on
County business. An odometer reading must be included on the state travel voucher for vicinity
travel. Mileage is not allowed from a residence or office to a point of departure. For example,
driving form one's home to the airport for a business trip is not a reimbursable expense.
Non-allowable Expenses
The following expenses are not allowable for reimbursement: capital outlay expenditures (unless
specifically included in the contract), contributions, depreciation expenses (unless specifically
included in the contract), entertainment expenses, fundraising, non-sufficient check charges,
penalties and fines.
ATTACHMENT B
ORGANIZATION
LETTERHEAD
Monroe County Board of County Commissioners
Finance Department I q
500 Whitehead Street
Key West, FL 33040
Date
The following is a summary of the expenses for ( Organization name) for the time period
of to
I certify that the above checks have been submitted to the vendors as noted and that
the expenses are accurate and in agreement with the records of this organization.
Furthermore, these expenses are in compliance with this organizations_ contract with
the Monroe County Board of County Commissioners and will not be submitted for
reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation)
Sworn to and subscribed before me this _ day of 2002
by who is personally known to me.
Notary Public
Notary Stamp
ATTACHMENT C
Baker Act inpatient services, residential detoxification services, mental health and
substance abuse outpatient services, Baker Act vehicles, Keys to Recovery residential
substance abuse treatment, and community transportation coordination.
r . II !
SWO, ".J STATEMENT UNDER ORDINANCE NO. 10-1990
MONROE COUNTY, FLORIDA
ETHICS CLAUSE
G.\l..c\.~V\C..t.-Cj\\"\K.. t-l. \k~~S I \nc warrants that he/it has not employed, retained
or otherwise had act on his/its behalf any former County officer or employee in violation of
Section 2 of Ordinance No. 10-1990 or any County officer or employee in violation of
Section 3 of Ordinance NO.1 0-1990. For breach or violation of this provision the County
may, in its discretion, terminate this contract without liability and may also, in its discretion,
deduct from the contract or purchase price, or otherwise recover, the full amount of any fee,
commission, percentage, gift, or consideration paid to the former County officer or employee.
k~
/ ~~;;re)
I
Date:
STATE OF [I CY let ~
COUNTYOF ~1'()(':....,
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
~br~_ C ,~~\
who, after first being sworn by me, affixed his/her
signature (name of individual signing) in the space provided above on this q ~ day of
-.J~~N\~c.4J ' 200~ .
NOTARY PUBLIC
.~;:~
My commission expires:
I~/~/d-Oo(
OMB - MCP FORM #4
....~..~ McII'ianne K. 8envenuti
!.r~'~"\ MY COMMISSION I 001633.. EXPIRES
~:lS : : December 29, 2006
''111....~. BOIIOEO lHRU TROY FAIN INSUIlANCt INC.
,Rf..,,~
t-uBLlC ENTITY CRIME STATEMI:I\lT
"A person or affiliate who has been placed on the convicted vendor list following a conviction
for public entity crime may not submit a bid on a contract to provide any goods or services to
a public entity, may not submit a bid on a contract with a public entity for the construction or
repair of a public building or public work, may not submit bids on leases of real property to
public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or
consultant under a contract with any public entity, and may not transact business with any
public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY
TWO for a period of 36 months from the date of being placed on the convicted vendor list."
09/30/2002 10:39 FAX 1305289 8
GUIDANCE CL~NIC HIDDLE E
~002
"
~c.-At11~ U
( S~v~ f'Ct~~S)
GUIDANCE CUNIC OF THE MIDDLE KEYS, INC.
300041$T STREET, OCEAN.
MARATHON. FL 33050 '
(v) 3051289-6150 / (f) 3051289-6158
deb.barsell@gcmk.arg
Septet nOOr 18, 2002
Darre. Guttman
Jess", a Corporation
800 1~ ,Ill Street
Key VI est, Fl 33040
RE: LI TIER OF AGREEMENT
Dear 1 4r. Guttman:
The (; uidance Clinic of the Middle Keys, Inc. (GCMK), hereby enters into an agreement
with J !Ssnca Corporation to proVide cooroination and transportation services for Baker
ActIM lTChman Act (BAIMA) clients throughout Monroe County and tolfrom Miami-Dade
Coun1.' as required. The effective term of this agreement is October 1, 2002-
Septa nber 30, 2003.
GeMf. will supply Jessrica with two Chevrolet Caprfces meeting Jessrica maintenance
specif cations: one to be stationed in Key West at a Jessrica location and one to be
statiOI -ed in Marathon at GCMK headquarters. A BNMA backup vehicle (Ford Crown
Victor a) wRl be stationed at GCMK at Safeport located at 301 White Street in Key
West Jessrica will have access to this backup vehicle in the event that either of the
two C lprices is out of service.
GeM I : will pay for the fuel and maintenance of the three vehicles used for BA/MA
trans-r; ortation. Jessrica will coordinate the maintenance for the CapriCe located in Key
West. Invoices for routine maintenance (labor and parts) on the Caprice will be
forwa; ded to GCMK Transportation Coordinator for payment. Jessrica will not charge
an ex ra fee for coordinating the maintenance of the vehicle. Jessrica must obtain prior
appro lal from the GCMK Transportation Coordinator to Initiate major vehicle repairs.
GeMI : will coordinate the maintenance for the Caprice located in Marathon and the
Crowr Victoria loca1ed in Key West
GCM~ : will maintain insurance on the two Caprices and one backup Crown Victoria
assigr ed to BA/MA transportation service. Jessrica wRJ be named as an "additional
insure :I". for these three cars. Jessrica will report and document accidents Involving
GCMJ : vehicJes and incidents involving clients to the proper authorities and immediately
there.1 fter contact GCMK.
All Je: .srica drivers operating GCMK vehicles will hold a Class 0 Florida Driver's
Licen: e and be approved for GCMK insurance coverage. Upon execution of this
1 ~ciiii"~
Pal'ti811Y funded bY the Florida DeDlUlment of Children & Familiea. Distric:t 11 B" FAMlua
09!:)0/2002 10:39 FAX 1305289f 1
CUIDANCS CLINIC HIDDLE K
!Q OO:J
A-H; D.
agreer lent, Jessrica will fax to GCMK Transportation Coordinator a current Iistot
driven: - including a copy of the drivers license and social ~ecurity number for each
driver. for approval to operate GCMK vehicles. Prior to adding a driver,. Jessrica will
fax to I ~CMK Transportation Coordinator or designee a copy of the driver's. license and
social oeculity number of the person. GCMK win initiate procedures to add the driver to
GCMI< vehicle insurance. Jessrica cannot use the driver until it has received written
notfficf :tion that the driver has been added to the GCMK insurance coverage.
Additic nally. Jessrica will fax a copy of picture identffication.and social security number
for e~ h escort to GCMK Transportation Coordinator or designee. Jessrica cannot use
the as ;art unbl it has received written ,notification that the escort has been approved by
GCM~. .
GCM~ WIll supply Jessrica with aeell phone. Jessrica wiU follow the transportation
protoc>l and complete the documentation provided as Attachment 1-3 herein.
The fc Ilowing fee structure is established for the period of the agreement
)"Ii
#R(
Appro
ant
M
#R(
ocimum
undtri s*
40
Jessrica
Pa ent
$130
$130
$130
$130
$130
$250
$250
$350
Client Picku Point Client Dro . ff Point
Key West Key West
Key West Marathon
Marathon Key West
Marathon Marathon
Marathon Ke Lar: 0
Marathon Miami-Dade County
Ke LaI1 0 Mfami-Dade. Coun
Ka West Miami-Dade COu
GCMKPreauthorization Required for All Trips Below
'al for below fees will be granted only when the Marathon BAIMA vehicle is engaged with
'her BAJMA tri that would ude another . cku within a reasonable rlod of time.
lXimum Car Client Pickup Jessrica
,undtri s. Location Point Client Oro P ent
3 Key West ,Marathon & North Key Largo $225
5 Key W&t Marathon & North MiamI-Dade Count $350
*T 0 b. ' renegotiated in Aprir2003 if necessary.
300
25
Trmel~ . payment for services rendered is ensured by adherence 10 the following
invoic ng procedures:
· Jessrica will submit two statementslinvoices per month; one covering the trips
made from the first through the frfteenthand one covering trips made from the
sixteenth through the end. of the month. Jessrica will send. statementslinvoices
to GCMK within 5 business days after the end of the billing period.
· Jessrica wirl indude required documentation with eachstatementJinvoice.
· Jessrica statementslinvoices for 8AJMA bips will be submitted to the attention of
GCMK Stabilization Unit Director.
2
~_.._..
C:..ILJ)RlM
PMi:l11y f\Ind~ by the Flor1cl. DeplII1menl Of Children & Families. District 11 ,. F~UES
09/30/2002 10:40 FAX 1305289p.~8
GUIDANCE CLINIC MIDDLE F
llll004
A-H-. D
. I ;CMK Stabilization Director will review statementlinvoice. mediate any
I Jiscrepancies with Jessrica, and forward app~d Invoice to GCMK Finance
)epa~nt !
. 3CMK will mail payment to Jessrica within 7 working days (Finance Department)
Jpon receipt of statementlinvoice by the Stabilization Unit Director.
This S{ reement will begin on October 1, 2002,and will terminate on
Septer lber 30,2003. The agreement can be cancelled by either party with 60 days
written notice.
GCMK and Jessrica enter into this agreement including Attachments 1~ by affixing
sign at!. res below:
~
1LL' -' ..
D~ I BalseR. loA . ~
Assoc 3te Director, GCMK
#L
Darren Guttman
Jessrica Corporation
Attach llents:
1. GCMK Transportation Protocol
2. GCMK Transportation Record and Payment Authorization Sheet
3. Statement
Partilllv fu~ by the Florid. Ceoartment at Children & Families. District "
~_..--...
<H'LPRIM
10 fAMILlIS
3
----99/30/2002 10:40 FAX 130S289\. d
GUID~~CE CLINIC HIDDLE K
f4l 005
4++.1)
ATTACH", ENT 1
Gl IDANCE CLJNIC OF THE MIDDLE KEYS TRANSPORTATION PROTOCOL:
T 'IE TRANSPORTATION OF BAKER ACT AND MARCHMAN ACT CLIENTS
A Client ~elatedRules:
1. AU :lien1s win be transported with a driver and an escort (who may also be a driver.)
2. AH friVem and escorts must be approved by the Transportation Department of the
GC \AK prior to accepting a driving assignment
3. CU. nt transportation within Monroe County may be conducted with a driver and an
esc.ort.
4. ent 'nt transportation outside of Monroe County must be made with 2 drivers.
5. Cli4 .nt must be observed for any unusual b'ehaviors inctuding hurting setfJothers or
sue den medicalconditicns.Reportlresporid to conditions immediately. Nurse on Duty.
Do not go. after thedienl
6. At. "he time of pick up for a Baker Act or Marchman Act cUent. a driver must obtain the
orr! inal Baker Act or Marchman Actpaperwori< from the Pick: Up facility. If the original
par >er work is not available the driver must immediately report this information to the
GC MK Nurse on Duty for further direction"
7. A f ~male client requires a female. escort or a female driver.
8. A ~ arent is not allowed to tra\iel.in the BakerAct vehidewitha Saker Act or Marchman
Ac minor. Parents may follo'N in another car.
9. On yone client maybe transported at atirne in the Saker Act vehicle. ,
10.Cli mts are not to smoke in the car.
11. en mts are not to be placed in handcuffs or any type of restraints for any reason by a
drt 'er or esCort.
12.A (lIenfs movement is not tebe impededwithanyphysicar restt'ajnt unless directed by
a r urselMD/law enforcement officer. .
13,lf c clientis violent during transport and poses a treat to safety. stop the vehicle and can
91 i, than notify the Nurse on Duty of the situation.
14.A client shall not be left alone in the vehicte for any reason.
15. Cli mt is encouraged to use restroom facilities prior to departure. If the trip is generated
fro n Key West and a stop is required, the GCMKmay be used for that purpose.
16.A 1 Iient may use aluminum/metal Cans. .BottJe caps mu.stce removed prier to client use.
CIi:mts may not have any metal utensils or other hard products such as pencils-or pens.
17.A I tientmay not shop diJring a stop. AU efforts should be made to avoid stops. )fa stop
is equired. it should be short and without delay. .
,18.lfe client must use a public facility~ the crlent must be. escorted to the restroom and the
dri termust remain outside the restroom door until the client leaves the restroom. The
dri ler will remain in conVersatiOn with cfientwhile the client is in the restroom.
B. Coor( ination of Transportation Rules:
1. Tl ansportation arrangements for Baker Act and Marchman Act clients are under the
di "action of the Unit Nurse on Outy/GCMK per contractua' arrangements with Jessrica
C >rp. No other agency is authorized to contact Jessrica directly for transportation.
rev. 09/1, ./02
Created: n 9/1812002 12:39PMTl'ai1sport..~tion R\.!I~s
1
09/30/2002 10:40 FAX 1305289' 1
GUIDANCE CLINIC ~IDDLE R
raJ 006
t}H-.D
2. All trips wilt be made within the approved fee structure.
3. Atl trips will be made using the closest vehicle and the shortest distance unless
pr1lauthorization is obtained from the Unit Nurse on Duty at the GCMK
4. CI :m1s may be picked up at only approved locatfons. The GCMK Nurse on Duty will
co nmunicate the pick up location. Approved locations wiD include:
Hospitals Detention Facility
Mental Health Clinics Anchor Away
Safeport With a GCMK staff member
5. At Depoo: Call security with phone located on the first floor.
6. At GCMK: Use the .Calr button on the intercom box next to the elevator.
7. Ai GCMK, staff members wtll place the client in the vehide for departure and will assist
th ~ client from the vehicle at time of arrival.
8. Tl e faciflty responsible for the departing client for a trip longer than 2 hours shall
pr )vide a brown bag snack. All minors shall be supplied with a snack for any trip over 1
hc ur.
9. l'f J driver determines a client is too dangerous to transport, the GCMK Nurse on Duty
m Jst be notified. The Nurse shall make arrangements for alternative tT3nsportation.
10_ tf 1 client absconds at time of or during transport. immediately report the information to
th ~. GCMK Nurse on Duty. Do not go after the client.
11. MJ ;JilHoldM clients from the Monroe County Detention Facility shaD be picked up from
tt ~ Sallyport area only. To access the Sallyport area, the driver must drive the car
w thin 1 foot of the Sallyport entrance. If the door does not open, the escort must use
n. ~ speaker mounted on the wall next to the Sallyport entrance to request entrance.
o lee inside, Detention Facility staff will bring the client to the car. When the client is
il'1 ~ide the car and the doors are locked, the Sallyport area exit doors win open.
12. T Ie driver/escort must determine from the Pick Up facility if the dient has been
Sl !arched and encourage staff to conduct a search prior to transport. If the client is not
$I :arched prior to transport. the driver must communicate this information to the Duty
S aft Member prior to opening the client door at the Designation point.
13. ewer/escort must respond to the pick up point within 1 hour and 15 minutes.
C. Reirr Jursement related rules
1. ) .11 cancened and otherwise diverted trips will be reported on the Transportation
F :ecord and Payment Authorization Sheet.
2. r Jaily inspection checklist will be maintained for all Baker Act vehicles and sent
r lonthly to the GCMK Transportation Coordinator. '
3. . "ransportation Record and Payment Authorization Sheets and a Statement of services
r ~ndered wil be faxed to the Stabilization Unit Director on the first and sixteenth of
(ach month.
4. I : the driver arrives without the original Baker or Marchman Act paperwork, Jessrica
, Jill obtain the paper work without charge to the GCMK
re\!. OSl' 3102
Created :>n 9/18/200212:39 pr..Hianspor.ation Rules
2
. _____09/30/2002 10:41 FAX 130S289~'G8
Gl!IDAN~ CLINI C HIDDLE
~007
4++, D
A TT ACt lMENT 2
GUIDANCE CLINIC OF THE MIDDLE KEYS
3000 41sTST _ Ocean
Marathon, FL 33~ I
Voice 305-289-6150. Fax 305-289-8157
TRANSPORTATION RECORD AND PAYMENT AUTHORIZATION SHEET
TraoslP lrtation Type:
o Baker Act
o Marchman Act
Date: Client Name:
Time C ailed: Time of Pick Up;
Time 0 : Drop Off: Time van returned to Duty:
VehicJI ,: 0 KW Caprice
o Mar Caprice
o Crown Vie
Place I .fPick Up:
. (Where did you pick upthe Client: Facility NarneJCity)
AuthOllzed Staff Signature at Pick Up Facility:
Time:
Destir ltion:
(Where did you take the Client: Facility Name/City)
Autho ized Staff Signature at Designation Facility:
Time:
(Staff member accepting client)
Drivel Name:
Esco! t Name:
Begin nlng Miles:
Drop )ff Miles:
FOR I ;CMK USE ONLY:
Pick Up "iI~:
Ending Miles:
Amot. nt to be paid:
5bbi' Jzation Unit Director Signature:
I
09/30/2002 10~AX 13052 ,158
GUID~CE C~~NI~ )fIDDLE Is.
~008
ATTACI JMENT 3
41+. 0
Statement
I "/ I
Date:
Je5Sfic; 1 Corp.
800 Ca herine St
Key WI: st. Florida 33040
Stabiliz Jtion Unit Djrector
Guidar ::e Clinic of the Middle Keys
3000 4 I lit St Ocean
Marath :)0, FL 33050
Re: Ba tar Act and Marchman Act transportation
The fo lowing is a break down for trips froni
Da
to
h Name Pick Up Cost Vehicle
Designation 1 2 3
-
.
\L
TOTJ
Jess ica Corp Representative Signature
GCMK CFO Signature